Position details: Full Time

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for a Executive Assistant, Public Affairs & Communications to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962, we have brought people together to conserve and restore more than 15 million hectares across Canada. NCC takes a collaborative, evidence-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.

NCC recognizes that we work on lands that have long been cared for by Indigenous Peoples under their own laws and knowledge systems. We are committed to transforming how we do our work, advancing Reconciliation through conservation, and working with Indigenous Peoples in meaningful, respectful, and supportive ways.

Position Summary

The Nature Conservancy of Canada (NCC) is seeking a highly organized and proactive individual to join our Public Affairs and Communications (PAC) team as Executive Assistant and Group Administrator.

Reporting to the Vice President, Public Affairs & Communications, this position provides executive-level support to the Vice President and ensures the smooth coordination and operation of the PAC team. The role combines high-level executive assistance with administrative management, digital coordination, and virtual office operations.

This position is ideal for someone who thrives in a dynamic, fast-paced environment, enjoys solving problems, and takes pride in creating order, clarity, and efficiency for both leaders and teams.

Key Responsibilities

The Executive Assistant and Group Administrator provides high-level executive, administrative, and operational support to the Vice President and PAC team, ensuring priorities are well-coordinated, processes run smoothly, and team operations function efficiently across a hybrid work environment.

1. Executive Support

• Manage the Vice President’s calendar, scheduling, travel, and correspondence.
• Support travel planning, bookings, and related expense reimbursements for the Vice President, ensuring timely and accurate submissions.
• Track VP-level priorities and follow-ups.
• Prepare and format documents, briefings, and presentation materials for internal and external use.
• Draft, revise, and format routine correspondence and communications on behalf of the Vice President.
• Coordinate and prepare for meetings involving senior leaders, Board members, and partners; take notes and ensure timely follow-up.
• Support confidential HR and performance management processes as directed.
• Maintain a high level of discretion and professionalism in all communications and document handling.

2. Team Administration & Coordination

• Provide group administrative support to the broader PAC team, including meeting coordination, project tracking, and internal communications.
• Manage shared calendars, distribution lists, and collaborative workspaces (Teams, SharePoint, Outlook, etc.).
• Support onboarding and offboarding processes for new and departing team members.
• Coordinate onboarding logistics such as equipment requests, account setup support, orientation scheduling, and preparation of welcome materials.
• Prepare and process purchase orders, vendor forms, and invoices; assist with budget tracking and reporting.
• Maintain internal documentation, shared drives, and file structures for accuracy and accessibility.
• Provide administrative coordination for PAC-related meetings involving central and regional teams.
• Assist with routine documentation updates, record keeping, and administrative file management similar to NCC’s standard EA functions.

3. Virtual Office & Digital Operations

• Manage digital and hybrid meeting logistics (setup, recording, minutes, file management).
• Ensure efficient use of PAC’s collaboration tools and digital processes.
• Provide light troubleshooting related to scheduling, shared drives, meeting access, or digital files—without acting as an IT support function.

4. Light In-Office / Hybrid Coordination (as applicable)

• When working onsite, support basic meeting setup (room booking, light preparation, materials).
• Coordinate office supplies and minor equipment needs as required.
• Assist with handling occasional mail or courier items when physically present.
• Serve as an in-office point of coordination if visitors, partners, or service providers arrive during onsite workdays (infrequent).

5. Culture & Communications Support

• Provide logistical support for PAC team updates, recognition moments, and engagement activities.
• Support preparation and logistics for team events, retreats, and cross-departmental meetings.
• Model NCC’s values of inclusion, collaboration, and accountability in daily work.

Position Requirements

The successful candidate will demonstrate:

• Exceptional organizational and planning skills, with a keen attention to detail.
• Comfort and ability to work in a hybrid/remote work environment
• Strong written and verbal communication skills, able to adapt tone and style for different audiences.
• Sound judgment, discretion, and professionalism, with the ability to handle sensitive and confidential information.
• Digital fluency with Microsoft Office, Teams, SharePoint, and comfort learning new tools quickly.
• Experience in executive administration or office management, ideally supporting a senior leader or large team.
• Ability to manage travel, expenses, and administrative logistics consistent with NCC EA standards.
• Ability to manage multiple priorities, meet deadlines, and anticipate needs in a fast-paced environment.
• A proactive and service-oriented mindset, with the ability to work independently and collaboratively.
• An understanding of or interest in conservation, communications, and public affairs is an asset.
• Post-secondary education in Business Administration, Communications, or a related field, or equivalent experience recommended.
• 1-3 years of experience providing senior administrative or executive support.

Application Deadline

December 5, 2025 | 11:59pm EST, 9:59pm Mountain Time, 8:59pm Pacific Time, 10:50pm CST, 00:59 am +1 AST

At NCC, we're committed to providing a healthy, safe, barrier free and inclusive, workplace, where respect and diversity are recognized assets. We strive for bold conservation achievements in which equity, diversity and inclusion (EDI) are the norm. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. NCC implements an employment equity program and encourages members of designated groups to self-identify.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, contact us by email at hr@natureconservancy.ca to make any required arrangements. If you have questions regarding accessible employment at NCC, please email us at hr@natureconservancy.ca.